iExpense

1. iExpense Travel & Entertainment Expense Reporting

2. Scope of Training After this training, you should be familiar with: • The overall iExpense process • Use of mNet Requests for new users • Highlights and location of the travel policy • American Express programs • AXIOM as the tool to book travel • iExpense templates • iExpense categories • Entering and submitting an expense report • Submission of required receipts • Delegates • Approving expense reports • How to look up an expense report • Where to go for support

3. Introduction to iExpense Introduction to iExpense

4. Introduction to iExpense AP Audits and Processes Payments Amex and Traveler Paid Approval Sent to AP Travel Expenses Mail to AP Attach Receipts To Expense Report Boss Approves Print Expense Report File Expense Report Expense Report Sent to Boss

5. mNet Request for new iExpense Users mNet Request for newiExpense Users

6. mNet Request for new iExpense Users • mNet requests are used to request access to a system • Managers will need to submit mNet requests for their employees to be able to submit expense reports • Link for mNet Requests is: • http://mnet/newuser2.nsf/ITFrame?openframeset • If a manager does not have access to submit an mNet request, the manager’s manager must submit an mNet request to let the manager submit mNet requests • (confused yet?)

7. mNet Request for new iExpense Users Click on: Add/Change User Request

8. mNet Request for new iExpense Users Enter employee info Click the Oracle EBS tab Select Yes Enter iExpense Reports Click the Submit button

9. Masco Cabinetry Travel Policy Masco Cabinetry Travel Policy

10. Masco Cabinetry Travel Policy Policy Overview: • Expense reports will be submitted using iExpense • Timing • Submitted within two weeks of trip / expense • Approval • Immediate manager or next higher • Employees cannot approve if: • they participated in what the report covers • it is for a peer reporting to the same manager or their manager • Ranking employee is to pay for expenses in a group or event meal • Intent is that expenses will not be approved by a more junior level

11. Masco Cabinetry Travel Policy Travel Policy Changes: • Original detailed receipts required for all expenditures over $35 • This is an increase from $10 for RCG • This is a decrease from $50 for BCG • Continue to require detailed meal receipts • Mileage reimbursement @ $0.46 per mile • This is a decrease from $0.50 per mile for RCG • No ‘per diem’ for meals • Meals will be reimbursed at actual cost based on original detailed receipt • see guidelines in General Reference section • Removes ‘per diem’ meal option for RCG • No change for BCG

12. Masco Cabinetry Travel Policy Required Documentation: • Hotel Folio showing AmEx payment • Must be itemized in iExpense • Car rental detailed receipt • Car rental return receipt (may use “e-mail” receipts) • Original detailed receipt for all individual expenses over $35 • Meals/Entertainment detailed cash register receipt • For groups, must submit names of individuals electronically

13. Masco Cabinetry Travel Policy Required Documentation : • Sample detailed cash register receipt

14. Masco Cabinetry Travel Policy General Reference: • Air travel • Employees are required to use the lowest logical airfare available through AXIOM • Preferred carriers are highlighted in AXIOM • Lodging • All hotels will be booked through AXIOM • All rooms will be guaranteed and paid using AmEx • Do not use hotel telephone for long distance calls • Do not use hotel internet service if charged for • Ask for free business use, often provided with frequent stay memberships • Hotel Folio needs to be itemized in iExpense

15. Masco Cabinetry Travel Policy General Reference : • Rental car • Use when driving is more cost effective or when transporting large/bulky material • Use when less expensive than other transportation modes while on company business • Rental car accidents • Any accident must be reported immediately • 1) Contact 911 • 2) Fleet Response @ 1.877.30-masco

16. Masco Cabinetry Travel Policy General Reference : • Expense reports are not to be used to circumvent other procurement processes • E.g., we have a national contract with OfficeMax/Boise • Should not purchase office supplies from Staples and submit on expense report

17. Masco Cabinetry Travel Policy General Reference : • Meals and entertainment • Should be charged to AmEx • Original detailed receipt (not AmEx receipt) is required for charges over $35 • Spending Guidelines • Breakfast $8 to $10 • Lunch $8 to $12 • Dinner $15 to $25 • Tip 18% (applied to pretax amount) • Telephone usage • Travelers will be reimbursed for a reasonable number of personal telephone calls while traveling • Do not direct dial from hotel room • Use cell phone

18. Masco Cabinetry Travel Policy General Reference : • Travelers’ benefits • American Express provides • Travel Insurance • $200,000 business trip insurance coverage • $500 carry-on & $1,250 checked luggage insurance • 24 Hour Customer Service call - 800.528.2122 • Emergency Services • Billing Disputes • Full-time employees on company business are covered • Worker’s comp • Life insurance • Travel accident insurance

19. Masco Cabinetry Travel Policy Full travel policy can be found on the Masco Cabinetry intranet site Policy Location: Click the FINANCE tab Click the Travel Parameters Information link Click the Forms & Info link

20. American Express Program American Express Program

21. American Express Program There are two American Express programs Note: a Expense report must be submitted, approved, and required receipts received by AP.

22. American Express Program Requesting an Amex card: • You obtain and complete the application [We hope to post the application with travel policy, but until then, can request from Payables (Payables@MascoCabinetry.com)] • You return completed application to: Payables@MascoCabinetry.com • AP applies for Amex card • Amex sends the card to AP • AP sends you an Amex acknowledgement form • You complete and return the Amex acknowledgement form • AP sends you the Amex card

23. American Express Program Plan to post it on the Masco Cabinetry intranet site with Travel Policy Amex application: Click the FINANCE tab Near the Travel Parameters Information link Click the Forms & Info link

24. American Express Program Amex application: Which part of the organization are you from? Choose program Home address and phone Company e-mail address Business phone and fax SSN Sign and date it Employee number

25. American Express Program Amex card acknowledgement form: Your card number Terms and conditions You sign and date here Printed name

26. American Express Program • Masco Cabinetry American Express card program (‘AmEx’) • For business travel and entertainment purchases only • No miscellaneous operations charges will be allowed • Recommend P-Card for miscellaneous operations charges • No personal use • Cards are issued to the individual • Payments will be made by Masco Cabinetry directly to American Express (US program only) • When using a credit card, the AmEx card should be used • Timely submission of expense report is required • Submitted within two weeks of trip / expense • Company does not reimburse for delinquency fees • Card may be suspended if charges become delinquent

27. American Express Program • During the transition period ... • Credit card transactions will be coming into both iExpense and Concur • If an Amex charge has already been reimbursed via Concur, please delete the same Amex charge from iExpense • If you have been reimbursed personally for an Amex charge, please delete the same Amex charge from iExpense

28. Booking Travel on Axiom Booking Travel on Axiom

29. Booking Travel on Axiom • All travel, lodging, and car rental reservations will be booked using AXIOM (http://masco.axo20.com/) • Employees book their own travel arrangements • Preferred providers of travel services are designated in AXIOM • Emergency or En Route changes: • American Express Emergency Travel Center: 1-877-832-1531 • To request an AXIOM username and password • Email masco_travel@mascohq.com with the following info: • First/Middle/Last Name (as it appears on your government issued ID) • Business e-mail address • Phone • Company/Department Name • Masco’s Travel and Meeting Services - AXIOM website • http://mascoweb3.mascocorp.loc/hq/Travel/WebPages/AXIOM.aspx

30. Booking Travel on Axiom

31. Booking Travel on Axiom Scroll down AXIOM Tutorial is available on the Axiom site

32. iExpense Templates iExpense Templates

33. iExpense Templates • What is an iExpense template? It is the way iExpense knows how to assign the correct GL codes to your expenses. • When do I use an iExpense template? Everytime you create an expense report. • Do I have to pick an iExpense template for every expense report? No. You can set a default. However, there may be times, such as cross-charging to a special project, when you will need to change the iExpense template. • Can I pick multiple iExpense templates for an expense report? No. One iExpense template per expense report. That is just the way the system works.

34. iExpense Templates Setting an iExpense Template for an individual expense report: Click on the US MBCG OIEEXPENSE REPORTS responsibility

35. iExpense Templates Setting an iExpense Template for an individual expense report: Click on the Create Expense Report button

36. iExpense Templates Setting an iExpense Template for an individual expense report: Pick template

37. iExpense Templates Setting an iExpense Template as a default: Click on the US MBCG OIEEXPENSE REPORTS responsibility

38. iExpense Templates Setting an iExpense Template as a default: Click on the Preferences link

39. iExpense Templates Setting an iExpense Template as a default: Pick template Click General Select Expenses Preferences Click Apply button

40. iExpense Templates Available iExpense Templates:

41. iExpense Templates Available iExpense Templates: WHICH ONE IS RIGHT FOR YOU?

42. iExpense Templates Available iExpense Templates: WHICH ONE IS RIGHT FOR YOU? CHECK WITH YOUR MANAGER, COST ACCOUNTING, GENERAL ACCOUNTING, OR FP&A!

43. iExpense Types iExpense Types

44. iExpense Types • What is an expense type? • iExpense types are how you tell iExpense what kind of expense you wish to be reimbursed for • iExpense types work with iExpense templates to determine what the GL code (COA) should be for a certain kind of expense • There are two basic groupings of iExpense types • Kraftmaid sales • Everyone else

45. iExpense Types • What is an expense type? • If you don’t see it as an iExpense type in your iExpense template, don’t charge it, because you can’t put it through on an expense report! • People using Concur are used to having an “Other” – “Other” category • that no longer exists • use P-Cards for miscellaneous operational expenses • People using the RCG paper-based system may not be accustomed to rigid categories of expenses • what you see is what you can use Please familiarize yourself with the available expense typesBEFORE incurring expenses or charging to your Amex!

46. iExpense Types • Typical iExpense types for Kraftmaid Sales

47. iExpense Types • Typical iExpense types for the rest of Masco Cabinetry

48. Entering an Expense Report Entering an Expense Report

49. Entering an Expense Report Creating a New Expense Report Click on the US MBCG OIEEXPENSE REPORTS responsibility

50. Entering an Expense Report Creating a New Expense Report Click on the Create Expense Report button